Hyland OnBase vs Kiteworks comparison

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Hyland OnBase

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Executive SummaryUpdated on Nov 4, 2024

Kiteworks and Hyland OnBase are competing in secure data management and enterprise content services. Kiteworks has the advantage in pricing and support, while Hyland OnBase is favored for its feature richness, appealing to those who prioritize functionality.

Features: Kiteworks offers secure data management with a focus on privacy, compliance, and seamless file transfer capabilities for large files. Its platform supports robust API integrations and provides a secure environment with two-factor authentication. Hyland OnBase offers document management and workflow automation, providing an integrated approach to enterprise content management. Its platform supports low-code development and offers extensive dashboards and reporting tools.

Room for Improvement: Kiteworks could enhance integration capabilities and expand its feature set for broader enterprise use. There is also potential for improved customization options and advanced analytics. Hyland OnBase could simplify deployment and improve user interface accessibility. Enhancing the mobile experience and reducing the complexity of workflow setups could benefit users.

Ease of Deployment and Customer Service: Kiteworks is praised for its straightforward deployment and accessible customer service, making implementation smoother with good support satisfaction. Hyland OnBase, while requiring a more intricate deployment process, offers comprehensive customer service with extensive resources for navigating complex setups, catering well to diverse business needs.

Pricing and ROI: Kiteworks appeals to budget-sensitive organizations due to its cost-effective setup and quick ROI. It's ideal for those seeking straightforward investment recovery. Hyland OnBase, with higher initial costs, promises significant ROI through its extensive feature set, offering valuable long-term benefits for strategic content management.

To learn more, read our detailed Hyland OnBase vs. Kiteworks Report (Updated: April 2025).

Hyland OnBase vs. Kiteworks

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Review summaries and opinions

We asked business professionals to review the solutions they use. Here are some excerpts of what they said:

Categories and Ranking

Hyland OnBase

Ranking in Enterprise Content Management

5th

Average Rating

7.8

Reviews Sentiment

6.9

Number of Reviews

Ranking in other categories

Business Process Management (BPM) (19th), Low-Code Development Platforms (14th)

Kiteworks

Ranking in Enterprise Content Management

14th

Average Rating

8.6

Reviews Sentiment

6.9

Number of Reviews

Ranking in other categories

Email Security (27th), Managed File Transfer (MFT) (9th), Content Collaboration Platforms (14th), Secure Email Gateway (SEG) (11th)

Mindshare comparison

As of April 2025, in the Enterprise Content Management category, the mindshare of Hyland OnBase is 6.7%, up from 5.6% compared to the previous year. The mindshare of Kiteworks is 1.1%, up from 0.6% compared to the previous year. It is calculated based on PeerSpot user engagement data.

Enterprise Content Management

Featured Reviews

Phemy Lekalakala

Manager of Information Systems at University of the Witwatersrand

Stable content and workflow management solution with a valuable retention module

We use this solution for record management and digitization of records. We also use it for workflows and to build online forms The retention module is one of the most valuable features. Whatever we scan onto the system can be identified and we are notified when the records are due to be disposed.…

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Sukkanta Banerjee

Senior Software Engineer at Wipro Limited

Two-factor authentication and .ZIP format make large file transfers very secure

The most valuable feature is the ability to send a large file of 30 GB in size and more. In Outlook and other email applications, you cannot send files that are larger than 20 MB. But with Kiteworks, 30 GB is transferable by default and, with the proper approval, a file of up to 100 GB can be sent. It makes file transfer very easy and smooth. Also, only the .ZIP format is supported because it is a very secure mode of file transfer, and that is why it is recommended. It also has built-in antivirus, so if it detects any malware it will quarantine the file and it won't be delivered. This is really important to keep the service up and running in a proper and secure manner. With people working from home, the data needs to be checked to see what kind of data is being sent. It has a two-factor authentication mechanism. For example, if a person with a particular domain is using Kiteworks and sends a file to a party outside of his domain, that external party has to go through two-factor authentication. The receiver gets a link that takes them to the setup of a temporary account, which will be valid for three days. The recipient will also receive a customized password separately. Only after all these steps will they be able to access the file. That access is only available to a person with the mail ID to which the file was sent. In addition, admins can see who is sending sensitive content, what that content is, and to whom it is being sent, and can track emails. One week of good training will give a user complete knowledge for using the solution. The system is very easy to use. You just click on "Compose," attach a file, and send it. It's very easy compared to Outlook or Teams. It's quite simple, even for someone logging in for the first time. It is very smooth and easy to send files.

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Quotes from Members

We asked business professionals to review the solutions they use. Here are some excerpts of what they said:

Pros

"The product's initial setup phase is not difficult."

"Its most valuable aspect is its flexibility"

"The solution's most valuable features are integration and flexibility."

"OnBase is a remarkable tool. It is a well-done product. Hyland has a lot of experience in building it and looking for new things for clients in terms of functionalities. It has amazing stability, and it can grow horizontally and vertically. It is built for growth. Their technical support is also quite good and available throughout the year."

"Integrating Hyland OnBase with our systems enabled us to automate document designs and templates, which was extremely helpful in the finance and banking industry."

"It provided data security features, allowing restrictions on sensitive documents, such as who could view or modify them."

"I like the cloud and its integrability."

"The retention module is one of the most valuable features. Whatever we scan onto the system can be identified and we are notified when the records are due to be disposed."

More Hyland OnBase pros

"We can see when people are sending things. We can definitely see who is sending to whom. From the administrative logs, we can see who is sending to an outside entity, and those logs are retained for quite a while."

"The top two features are the two-factor authentication, which is pretty good. It's easily understood by the users. And their API is rather robust. We have numerous integrations that work off the API."

"The most valuable aspect of Kiteworks is undoubtedly the private content network. This feature is particularly beneficial for us. Furthermore, it serves as a centralized platform that enables us to track and manage our information exchange."

"The solution can be used remotely; it's easy to upload and share files."

"We could see whether the customer with whom we shared a file had downloaded it, which was not available with GitHub."

"The solution removes the limitations with file attachment size that is found with regular email."

"The most valuable feature is the ability to allow end-users to manage their own information and data with minimal administration. That's the best feature from my perspective."

"I can identify from which region our users are uploading or downloading files."

More Kiteworks pros

Cons

"The look and feel could be better. The integration with the user could be better. It could also be more user-friendly."

"The dashboards do have some room for improvement as compared to the other vendors which are there in the market."

"We need to troubleshoot why our reports didn't get downloaded in a day. There is a workflow feature which powerful but also complicated."

"The application could potentially be more open-source, allowing integration with more solutions."

"For user experience, they would have to do more with the interface. It is not easy to work with and is a little messy. It is getting better, but it is not yet good enough. Other products are comparatively doing better in terms of the user interface. I have been hearing about Box, which is very easy to use and learn for the users. OnBase has to work on this aspect. It should have BPM capabilities. We compete with tools that provide the BPM feature and support those standards. They can do better in terms of the pricing model. It is a really expensive tool in Latin America. They should have different prices for different regions."

"We are struggling with duplicates and would like to have OCR functionality when using this solution."

"I find OnBase's monolithic architecture to be expensive, and adopting microservices could be beneficial."

"Software malfunctioning usually occurs when we receive documents from external sources."

More Hyland OnBase cons

"We have experienced a few hiccups and bugs when using the admin console and from a user perspective."

"I noticed the Kiteworks login UI is very basic, lacking customization. Allowing more HTML tags to add hyperlinks or user-friendly information on the home page would be very useful."

"File location could be improved."

"It could be more stable. In the next release, it would be better if it was more stable with improved performance."

"I would like to see immediate releases of fixes because now it takes at least a week. If that time span can be reduced to one day or two days, that would be very helpful for users so that things are sorted and transactions work smoothly."

"Kiteworks could benefit from enhancing the proposal knowledge base section, specifically regarding the type of work involved. Currently, the knowledge base seems insufficiently dedicated to this topic, making it challenging for new users to access the relevant administrative law. Improving the visual aids and providing clearer explanations could alleviate this issue."

"The one feature, which I have also requested directly to Kiteworks, is to have a scheduled upgrade function. Currently, one of my engineers logs in after hours for the upgrade. We're a hospital, and we're 24/7, but the primary users are seven to five. So, we log in the early evening just to push a button to tell it to do the update. It would be nice if that could be very easily scheduled."

"There are always issues when there are bugs or upgrades. The challenge with upgrading is getting more storage from the customer. Every time we have a new version, it requires additional storage. This means that the customer would need to procure more storage for their server, which they don't like because it means additional cost to them. So, I think my request would be that the version upgrades don't require any significant storage requirement."

More Kiteworks cons

Pricing and Cost Advice

"They can do better in terms of the pricing model. It is a really expensive tool in Latin America. They should have different prices for different regions."

"There are a number of different types of licenses. There are concurrent licenses, individual licenses and imaging licenses."

"The tool's price is high."

"OnBase is reasonably priced."

"The solution costs around $6,000 per month."

"The solution is very expensive because we are buying with Malaysian Ringgit and it's sold in US dollars."

"They changed it midstream. We were being charged a certain flat rate for SFTP traffic. For whatever reason, at the beginning of the year, our pricing changed, and we are now being charged more for using a feature of the product than we were when we first bought it. That has been our experience with billing. It turned out to be more expensive than when we started with it."

"The license management is changing and confusing. If I could make one change to it, it would be better license management through the API."

"It is not really expensive. I mean, to me it's obviously expensive, but it's worth it."

"I believe it's a little costly, but given the faith that we put into it from a security perspective to maintain the integrity of our patient information that is being transferred through this system, that's a small price to pay. So, on the surface, it might look like a lot of money, but depending on the need for security, which is where we feel it shines, it's okay price-wise."

"The price of Kiteworks is reasonable."

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Top Industries

By visitors reading reviews

Financial Services Firm

14%

Government

13%

Computer Software Company

10%

Manufacturing Company

Financial Services Firm

13%

Government

13%

Computer Software Company

Healthcare Company

Company Size

By reviewers

Large Enterprise

Midsize Enterprise

Small Business

Questions from the Community

What do you like most about Hyland OnBase?

The solution is very developed and we are not taking full advantage of its functionalities.

What is your experience regarding pricing and costs for Hyland OnBase?

As we had an enterprise license, we were not limited in terms of user access. We also paid for workflow licenses, which allowed up to 250 concurrent users.

What needs improvement with Hyland OnBase?

We found the size of images to be a restriction, though this may have been due to the API used rather than the Hyland application. The application could potentially be more open-source, allowing in...

What is Kiteworks?

Kiteworks is a secured file sharing platform that enables users to collaborate with different parties across a robust offering of secured protected channels. Users have the option of virtual privat...

What do you like most about Kiteworks?

The benefits that Kiteworks has provided to its customers in terms of data sovereignty.

What needs improvement with Kiteworks?

I'm not a network expert, however, there must be some room for improvement. Perhaps there could be a notification to users about their bandwidth or network packet loss. If users receive such notifi...

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Product Reports

Hyland OnBase

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Also Known As

OnBase

Accellion

Overview

Hyland OnBase is acclaimed for its robust document management, automating workflows, and improving organizational efficiency across various industries. Praised for its ability to manage records compliantly, especially in regulated sectors like healthcare and finance, the tool also integrates smoothly with other enterprise systems. Users benefit significantly from streamlined processes, reduced manual tasks, and enhanced data accuracy, boosting productivity and customer satisfaction.

Hyland

Kiteworks empowers organizations to effectively manage risk in every send, share, receive, and save of sensitive content over numerous communications channels: email, file sharing, managed file transfer, APIs, and web forms. The Kiteworks platform unifies, tracks, controls, and secures sensitive content moving within, into, and out of an organization, significantly improving risk management and ensuring regulatory compliance.

Sample Customers

Honda France Industries, Hill County Texas, Hylant Group, ING Lease France, State of South Carolina, Syracuse University, Swindon College, Rhode Island Department of Human Services, Rochester Institute of Technology, Moen, Odense University Hospital

United States Securities and Exchange Commission, National Health Service, Husch Blackwell LLP, NYC Health + Hospitals, Viatris, MITRE Corporation, Chubb, Kraft Heinz, KPMG, Kohler, National Institute of Standards and Technology, Purdue Pharma, AVL

Hyland OnBase vs. Kiteworks